Preparing an Agenda

Before the meeting

The Chair owns the agenda, so agree the agenda well before the meeting with the Chair. A standard local party constitution specifies that the secretary should issue meeting papers seven days before meetings, so get a draft to your Chair a few days before then.

Structure

There is a good, standardised structure for running executive meetings, and the agenda should at once follow and set this structure. Clearly there is room for flexibility, and each local party will want to run meetings in the way that works best for its own group, but this structure is a sound example to follow:

Apologies

The agenda will start with apologies. It is not essential for you to include apologies, but it does allow the other people in the room to know who will not be present.

Minutes of the last meeting

It is standard to start with the minutes of the last meeting, first to agree that they are a true and accurate record of what took place and for the Chair to sign them as such. 

Matters arising from the minutes

The next item, or sub-item if you prefer, is matters arising from the minutes. This is an opportunity for individuals present to share extra information with the rest of the group about issues which were discussed in the previous meeting. 

Chair's Report

The Chair should report on their activity each meeting, including any work they have been involved in, any of their own initiatives, and any updates they feel merit sharing with the committee.

Officer/team reports

Following the Chair's report, each executive officer or team should give an update to their work.

Any Other Business

The final part of your meeting is an opportunity for members present, including the Chair, to raise urgent business that they feel need to be discussed at that meeting.

You can download a template agenda here.